Company: RMB
Location: Johannesburg
Employment Type: Full Time
Application Deadline: January 24, 2025
Job Requisition ID: R25921
Job Description:
We are seeking a highly organized and proactive Personal Assistant to provide comprehensive administrative and secretarial support to our line managers.
In this role, you will ensure that the manager’s/leader’s time is effectively utilized by managing day-to-day operations, including scheduling, document preparation, and client interaction.
Key Responsibilities:
- Calendar Management: Coordinate the line manager’s calendar by scheduling meetings and appointments to optimize time management and ensure all commitments are met efficiently.
- Vendor Management Processes: Administer vendor management processes, including Request Management, Invoice Processing, and Reconciliation of vendor finances.
- Meeting Preparation: Prepare agendas, presentations, and reports for internal and external meetings, ensuring the manager has all necessary materials in advance.
- Travel Coordination: Organize domestic and international travel plans, including booking flights, accommodations, and ground transportation, while complying with company policies and budgetary constraints.
- Document Management: Maintain and organize electronic filing systems for critical business documents, ensuring records are accessible and up to date.
- Correspondence: Draft, review, and distribute professional emails, letters, and other correspondence on behalf of the manager to internal and external stakeholders.
- Client Relations: Serve as the first point of contact for clients and stakeholders, managing relationships and directing queries appropriately.
- Expense Management: Process and reconcile the manager’s expense claims in adherence to company policies while ensuring timely documentation submission.
- Event Logistics: Plan and manage logistics for team and client events, including venue bookings, catering, and coordination of event materials and presentations.
- Reporting: Compile and distribute regular reports on business performance, project updates, and relevant data to ensure the manager’s visibility of ongoing activities.
- Confidentiality: Manage sensitive business and personal information with the utmost confidentiality, ensuring data protection and compliance with legal and ethical standards.
- Task Prioritization: Assist in prioritizing tasks and projects to address urgent items promptly while maintaining attention to routine tasks.
- Collaboration: Liaise with various internal departments to ensure smooth collaboration on business projects, tracking progress, and updating the manager as needed.
- Meeting Minutes: Attend key meetings, record minutes, highlight action items, and ensure timely follow-up on deliverables from stakeholders.
- Administrative Support for Projects: Provide administrative support for special projects, including research compilation and overall project coordination.
- Foster High-Performance Culture: Contribute to a high-performance culture by consistently meeting deadlines and demonstrating initiative.
- Proactive Problem Solving: Use initiative to anticipate the manager’s needs and independently resolve administrative issues, escalating only when necessary.
- Flexibility: Demonstrate flexibility in adjusting to the changing demands of the role, including managing last-minute scheduling changes or urgent requests.
Qualifications:
- Exceptional organizational skills and attention to detail.
- Strong communication skills, both written and verbal.
- Ability to manage confidential information.
- Experience in a high-pressure, fast-paced environment.
- Proficiency in MS Office and relevant software applications.
Application Information:
Please note that applications will not be accepted after January 24, 2025. Kindly submit your applications ahead of the closing date.
All appointments will align with FirstRand Group’s Employment Equity plan. We encourage the recruitment and advancement of individuals with disabilities.
Candidates may voluntarily disclose disability information, which will be kept confidential unless required by law.